Access and responsibility
A notification should reach a responsible role, not an abandoned inbox
Plan who receives the message and what information belongs in it.
A website sends every new request to the employee who originally commissioned it. After that person changes role, the form still appears to work while the team misses enquiries. Notification settings need a business owner and a change process.
Define the responsibility first
For a fictional Estonian service company, identify who reviews new work and who provides cover. Decide whether the destination should be a controlled shared mailbox, a work queue or another approved route. A personal address copied into a setup screen is not a lasting responsibility map.
Include the person who maintains the destination and the person authorised to change it. They may be different people. Account recovery and ownership should remain with the business through its approved arrangements.
Send enough context, not every detail
A notification can identify that a request needs attention and provide an appropriate route to its record. It does not necessarily need to copy private document contents or every customer field into an email. Review what each recipient needs for the task.
The EDPB's small-business resources help frame personal-data handling questions. The actual information flow, legal basis and safeguards need the responsible organisation's review rather than assumptions made by a developer.
Rehearse a staff change
Move the responsibility to a fictional replacement and submit an authorised test enquiry. Check the stored record, the notification destination and whether the receiving person can take the next action. Test cover during an absence as well as the normal arrangement.
A maintenance and handover project can close this gap. Successful form storage, notification acceptance and a person actually seeing the message are separate observations worth recording.
Further reading: EDPB small-business data-protection resources.